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Administrative Assistant, Legal Leasing (SMC)

Santa Monica Corporate
Posted Jun 28, 2021

Position Description:

As a member of the Legal Leasing team, the Administrative Assistant’s role is to assist the Manager, Senior Manager, AVP, or VP, Legal Leasing in the day-to-day operations of the department.  These duties include monitoring all incoming documents, sending out complete and accurate drafts and execution counterparts, creating and modifying leases and ancillary documents and assisting by providing resources (old leases, correspondence, etc.) necessary for their preparation.  

Essential Job Functions:
•Create and modify leases, amendments, and other documents from Retail Manager / Yardi and mark-ups ad directed.
•Become familiar with lease language in order to assist in the drafting of leases and ancillary documents.
•Prepare correspondence.
•Make updates in Retail Manager / Yardi for all deals, where applicable.
•Send PDF of leases to tenant / tenant representatives.
•Prepare broker commission agreements, memorandum of lease, and other lease-related documentation.
•Review lease comments from opposing counsel and help prepare business issue memos for internal approvals.
•Answer and respond to all incoming email and phone inquiries.
•Obtain Tenant and Landlord signatures.
•Follow up on outstanding deals.
•Ensure documents are completed accurately, including all required attachments, and make corrections as appropriate prior to delivery to Company’s signatory.
•Run redlines
•Create, organize, update, and file all documents if necessary.
•Create and maintain up-to-date master leases and master lease records in Retail Manager / Yardi.
•Gather due diligence materials from internal and external records and sources for leases to forward to and interface with opposing counsel staff as needed.
•Assist other department personnel when needed.
•Other duties as assigned.

Requirements and Qualifications:
•High School Diploma or GED.
•Minimum 2-5 years administrative experience in legal or real estate required.
•Paralegal certification from an ABA approved school preferred.
•Excellent computer skills to include Word, Power PDF Advanced, iManage, Yardi, DocuSign.
•Experience with lease terminology / language required (experience in reading and interpreting other contract-type language may be substituted). 
•Mut have the ability to effectively proofread documents.
•Must have the ability to work as a team member.
•All applicants must be able to perform the essential functions of the position, including corresponding core job requirements, with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities (and others in accordance with applicable law) to perform the essential functions of the job, consistent with applicable laws and Company policy.